Senior Grants Accountant

Date: 18-Jun-2019

Location: Kigali, 01, RW

Company: Plan International

The Organisation

Plan International is an independent development and humanitarian organisation that advances children’s rights and equality for girls.

We believe in the power and potential of every child. But this is often suppressed by poverty, violence, exclusion and discrimination. And it’s girls who are most affected.

Working together with children, young people, our supporters and partners, we strive for a just world, tackling the root causes of the challenges facing girls and all vulnerable children.

We support children’s rights from birth until they reach adulthood. And we enable children to prepare for – and respond to – crises and adversity. We drive changes in practice and policy at local, national and global levels using our reach, experience and knowledge.

We have been building powerful partnerships for children for over 80 years, and are now active in more than 70 countries.

Plan International  Rwanda is implementing different Sponsorship and donor (institutions, corporate & foundations) funded projects in different parts of the country. The Senior Grants Accountant will be responsible for maintaining financial, accounting and grant support services in order to meet the needs of the organization and the respective donors. This position is responsible for preparing financial statements, maintaining cash controls, providing financial reporting and analysis of budget and expenses. This position is also responsible for the operations of post-award grant administration (partner financial management) and related accounting duties. Working closely with the Programme teams, Programme Units, Grants and finance team, the Senior Grants Accountant will focus heavily on financial management, budgeting, compliance, reporting and variance analysis functions.

Dimensions of the Role

The post holder will be based in the  Country Office and will report to the Country Finance Manager /Grants Manager. S/he will uphold Plan’s Core Values, promote our mission and vision, programme principles (transparency, gender equality and diversity) to enhance programme impact, and be committed to child protection and respect for human rights

Accountabilities

Key Responsibilities:

Budget management and monitoring

• Assist in the preparation of the annual grant budgets, monitor the impact of operation plans upon existing grant, analyze and advise CFM concerning appropriate actions to be taken;
• Participate during proposal development workshop.
• Participate in the full costing of projects during proposal writing and ensure all direct, shared direct and apportioned costs are included.
• Review Partner budgets for reasonability and completeness.
• Reviews grant Project Outlines and PO modifications before CFM’s validation and CFM approval in order to ensure accuracy of expenses codes and budget availability as per the Project Implementation plan approved with donor/NO;
• Assist program staff at the time of proposal budget preparation or review;
• Review mapping and Grant PO account lines are attached to FAD monthly before closing the SAP.
• Ensure budgets for grants are uploaded in SAP.
• Share with the CFM funding tracker on monthly basis (Confirmed, pipeline and funding gap)

Financial reporting and analysis:

• Review accuracy of SAP and ensures consistency with donor reports and SAP;
• Reviews Grant budget entries in SAP and keeps records of budget modifications on file;
• Monitor actual grant expenditures against approved line items on a monthly basis; alert management to any irregularities and make recommendations concerning the re-negotiation or approved grant line items with donor/NO where appropriate;
• Tracks monthly grants expenditure and issues/problems regularly and reports to CFM as appropriate and on time;
• Reconciles IH grant spent reports with country reports and issues arising from this are reported/dealt with appropriately;
• Prepare monthly adjustments of the grant indicative funding and submit to CFM.
• Analysis and reconciles grant expenditures vs. budget accurately. Generate monthly, quarterly, yearly and ad-hoc grants financial reports as required in donor, function and local currency.
• Prepare and submit donor financial reports on time as per the agreement with donors/s, in collaboration with the Grant Coordinator, Senior Grants Accountant  and Program Unit;
• Ensure that the Grant Coordination Team is kept informed about the status of all grant lines by preparing a monthly report on the status of the grant;
• Reviews partners and Plan financial documents and checks compliance to FAD requirements/processes and any deviations are dealt with appropriately;
• Review monthly Grant financial reports as submitted by Project Accountants for CFM final review as well as reports for donors in compliance with the FAD requirements/ donor requirements using relevant reporting tools.
• Monitor nrgrants and mis-postings.

Partnership management and Capacity building

• Participate in partner identification and due diligence exercises for new partners.
• Prepare financial management training programs and facilitate project start up workshops for all partners as guided by the senior Grants accountant.
• Managing and capacity building of all sub-grantees.
• Provide routine monitoring and Financial Management training to sub-grantees
• Review liquidation reports as submitted by liquidation teams and following up with Accountants on all scheduled liquidations.
• Participate in due diligence assessment.

Systems management and reporting

• Upload grants budget in SAP.
• Review monthly Grant financial reports as submitted by Project Accountants for CFM final review as well as reports for donors in compliance with the FAD requirements/ donor requirements using relevant reporting tools.
• Maintain sound cash controls on all donor specific bank accounts and ensuring they are reconciled on a monthly basis.

Treasury

• Track project income both IH and LRI.
• Update grants income tracker on monthly basis and share with BDU, project manager, finance etc.
• Reconcile income received with the grants module.
• Develop, process in SAP (both finance & grants) and  submit the credit notes to NO
• Ensure record keeping of income is update and liase Business development team.

Audit

• Ensures that all procedures are in compliance with Plan policies, procedures, and donor requirements.
• Ensure monthly reconciliations between Plan data and Implementing Partner data, between Excel Financial report and partner general ledger are reconciling.
• Closely monitor grants financial data, and keeps the CFM and grants of all situations which have the potential for a negative impact on internal controls or financial performance;
• Update audit tracker and share with all key staff to prepare for the audit.
• Prepare Audit TOR and submit to No for approval.
• Provides assistance during audits for accurate, timely and organized audit activities.
• Review expenditure reports from Sub-grantees and verify supporting documents thereof.

Staff orientation on donor Compliance requirements

• Participate in project inception meetings.
• Attend quarterly review meetings.

Communication NOs/donors

• Handle all communications and enquiries from Donors and all collaborating National Offices.
• Provide feedback to donors in liaison with relevant Program Managers.
• Work hand in hand with Business Development team to ensure consistent and up to date communication channels for the delivery of grant and compliance related information among Plan Rwanda’s funded programs

Contracts management

• Review Funding agreement documents and review on timelines and the budget allocation.
• Review Partner agreement to ensure they are in line with donor requirements.

 

Manages Grants information systems

• Ensures grants information is encoded into the SAP accurately and as scheduled;
• Ensure Project Account lines are attached to FAD accurately and on a timely basis;
• Consolidates grant finance reports data and ensures they are properly stored and updated in the information system;
• Reply to inquiries on grant-finance related issues promptly and correctly;
• Stores files and other information related to Grants in an organized manner and are retrieved easily;

Other

• Ensure timely disbursement of funds to sub-recipients/partners, process liquidation of partner advances and reporting of the same
• Support in ensuring accurate monthly payroll preparation and subsequent transfers of salaries staff bank accounts.
• Support in ensuring monthly payroll reconciliation between the Finance System and payroll.
• Support in ensuring that all the payroll deductions are remitted to relevant institutions and related returns are prepared within the stipulated timelines.
• Prepare Grants salaries info that is relevant to Grants projects and  ensure cost recoveries are done.

• Prepare and process Mobile Money payments to business partners on a regular basis and subsequent posting replenishment and reconciliation of Mobile Money transactions in the Finance System.

Dealing with Problems

The post holder will demonstrate a high degree of analytical skills, planning, organizational and facilitation while introducing innovations needed to meet the demands of the operating environment.

Key relationships

Internal – High Contact:

• Country Finance Manager
• Country Accountant
• Grant Accounant
• Grants and Partnerships Coordinator
• Project Managers
• Procurement team
• National Offices where appropriate

External Relationships:

• External Auditors
• Community Based Organizations/Partners

 

Plan International’s Values in Practice

We are open and accountable

• Promotes a culture of openness and transparency, including with sponsors and donors.
• Holds self and others accountable to achieve the highest standards of integrity.
• Consistent and fair in the treatment of people.
• Open about mistakes and keen to learn from them.
• Accountable for ensuring we are a safe organisation for all children, girls & young people

We strive for lasting impact

• Articulates a clear purpose for staff and sets high expectations.
• Creates a climate of continuous improvement, open to challenge and new ideas.
• Focuses resources to drive change and maximise long-term impact, responsive to changed priorities or crises.
• Evidence-based and evaluates effectiveness.

We work well together

• Seeks constructive outcomes, listens to others, willing to compromise when appropriate.
• Builds constructive relationships across Plan International to support our shared goals.
• Develops trusting and ‘win-win’ relationships with funders, partners and communities.
• Engages and works well with others outside the organization to build a better world for girls and all children.

We are inclusive and empowering

• We empower our staff to give their best and develop their potential
• We respect all people, appreciate differences and challenge equality in our programs and our workplace
• We support children, girls and young people to increase their confidence and to change their own lives

Technical expertise, skills and knowledge

Education Qualification, Knowledge and Experience:

• University degree in Accounting or other related field. CPA, ACCA certifications is an advantage
• Well versed in computerised accounting applications.
• Thorough knowledge of finance processes, systems and principles.
• Previous experience working with international NGO’s environment and good knowledge of sponsorhip/donor programs.

Skills specific to the post:

• Strong analytical skills
• Strong facilitation and training skills
• Good administration and effective communication skills Ability to work and interact with others at all levels Strong planning and organizational skills
• Ability to manage and promote high performing teams Use of computer skills

Competencies and values:

• Respect, integrity, diversity, commitment to excellence, adaptability, able to perform under stress,innovation, building relationships, communicating effectively, coaching and mentoring, developing and working in teams, initiating action, planning and organizing.
• Commitment to Plan International’s mission and values.
• Promote and abide by Plan policies and procedures including but not limited to: Gender equality
• mainstreaming, Child Protection Policy; Code of Conduct and the related mandatory reporting responsibilities.

Physical Environment

• The position is based at the Country Office which is a typical office environment with moderate field visit demands

Level of contact with children

Low contact:  No contact or very low contact/frequency of interaction.

Title	Senior Grant  Accountant
Functional Area	Finance Department
Reports to	Country Finance Manager
Location	Kigali, Rwanda	Travel required	Moderate
Effective Date	Starting July2019	Grade	D2

 

Early application is encouraged as we will review applications throughout the advertising period and reserve the right to close the advert early.

A range of pre-employment checks will be undertaken in conformity with Plan International’s Safeguarding Children and Young People policy.

As an international child centred community development organisation, Plan International is fully committed to promoting the realisation of children’s rights including their right to protection from violence and abuse. That means we have particular responsibilities to children that we come into contact with.

Plan International believes that in a world where children face so many threats of harm, it is our duty to ensure that we, as an organisation, do everything we can to keep children safe. We must not contribute in any way to harming or placing children at risk. 

Equality, diversity and inclusion is at the very heart of everything that Plan International stands for. Our organisation is based on a culture of inclusivity and we strive to create a workplace environment that ensures every team, in every office, in every country, is rich in diverse people, thoughts, and ideas.

We will provide equality of opportunity and will not tolerate discrimination on any grounds. We foster an organisational culture that embraces and exemplifies our commitment to gender equality, girls’ rights and inclusion while supporting staff to adopt good practice, positive attitudes and principles of gender equality and inclusion.

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FOR MORE INFORMATION,PLEASE VISIT https://jobs.plan-international.org/job/Kigali-Senior-Grant-Accountant-01/535707001/